HomeMy WebLinkAboutInformation Only 100824AGENDA
INFORMATION UPDATE
October 8, 2024
5:00 PM,
I.Information Update
I.A 2024 Non-Profit Grant Cycle Update
I.B Community Survey Follow Up Memo
I.C U.S. Forest Service Administrative Site Update Follow Up
I.D September Destination Marketing Report
2024_Grants_Cycle_Info_Memo.docx
Attachment A_2025 City of Aspen Grants Program Eligiblity and Rules.pdf
Attachment B_2025 Grants Application Review Criteria.pdf
2024 Community Survey Follow Up Memo_92525.docx
Follow up USFS parcel.docx
Sept2024_DMCouncilReport .pdf
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INFORMATION ONLY MEMORANDUM
TO:Mayor and City Council
FROM:John Barker, Strategy & Innovation Director
Natalie Blumentritt, Grants Administrator
THROUGH:Alissa Farrell, Administrative Services Director
MEMO DATE:10/1/2024
RE: 2025 Non-Profit Grants Cycle Update
PURPOSE:
This memo provides Council an update on the 2025 non-profit grant cycle schedule and
policy changes implemented as a result of a work session with Council on June 10, 2024.
SUMMARY:
The city of Aspen’s non-profit grant cycle opens for applications on October 7, 2024. This
year’s cycle contains several policy changes developed by the grants steering committee
and implemented by staff at the direction of Council.
Overview of Changes
During a work session on June 10, Council provided direction for the steering committee
to develop policy changes to define location eligibility for the grants program and align
grant request maximums with individual division budgets. Additionally, Council directed
the discontinuation of two pilot grants (Asset & Acquisition Assistance and Health &
Human Services Capacity Building) and the expansion of the Cultural Vibrancy
Fellowship.
These changes have been implemented for the currently active cycle. Location eligibility
is now restricted by zip code in the Aspen to Glenwood corridor, with exceptions made
for critical services available in this area and existing grant program recipients. Appeals
for eligibility will be handled by the grants steering committee. Changes to maximum grant
requests are also in effect, with maximum requests limited to approximately 10% of grant
division budgets. For 2025, the maximum requests are:
Division Anticipated Budget Maximum Request
Arts & Culture $1,100,000 $100,000
Community Non-Profit $585,000 $60,000
Health & Human Services $308,000 $30,000
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As discussed with Council on June 10, the majority ($200,000) of the ongoing allocation
of $250,000 previously supporting the Asset and Acquisition Assistance grant will be
rolled into the general Arts & Culture grant division budget, with the remainder set to
support the growth of the Cultural Vibrancy Fellowship.
The steering committee discussed, at Council’s direction, the feasibility of establishing a
preference for organizations closer to Aspen. The committee elected to make no policy
changes at this time due to the added complexity, administrative burden, and subjective
interpretation this change would necessitate. The steering committee plans to review this
policy annually to maintain alignment with Council’s expectations.
Other notable changes for 2025 include the addition of new review criteria focused on
past performance of previously granted funds, an enhanced training schedule for both
applicants and volunteer reviewers, and a revised review calendar to better accommodate
volunteer schedules during the peak winter season.
Cultural Vibrancy Fellowship
Aspen will continue to support individual artists and the artistic community through the
Cultural Vibrancy Fellowship. The second year of the fellowship will build on the
successes of the inaugural year—building community through the arts and carving out
new spaces for Aspen’s youth artists to connect and grow. Changes for this year include:
A revised schedule to better align with the school calendar and existing grant
windows
Increased collaboration, with a focus on shared learning, between adult and youth
participants
A modest increase in honorariums for program facilitators and fellowship
participants to account for new expectations and increased number of events
Key Dates for the 2025 Non-Profit Grant Cycle
October 7, 2024:Non-profit grant application window opens
October 15 and October 23, 2024:Applicant Q&A sessions
December 5, 2024:Application window closes
Late March 2025:Funding recommendations presented to Council
Anticipated Timeline for the Cultural Vibrancy Fellowship Program
October 21, 2024: Grant application window opens
November 21, 2024:Grant application window closes
January 2025:Fellowship participants selected
February to May 2025:Artist convenings
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NEXT STEPS:
Staff and the grants steering committee will return to Council in the spring of 2025 to
present the recommended grant awards for the 2025 cycle.
ATTACHMENTS:
Attachment A: 2025 Grants Program Eligibility and Rules
Attachment B: 2025 Grants Application Review Criteria
CITY MANAGER NOTES:
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1 | Page In Effect: September 2024 -August 2025
City of Aspen Grants Program:
Eligibility and Rules
Health & Human Services, Community Non-Profit, and Arts & Culture Grants
Eligibility
All organizations must:
1.Have a physical or operational presence in the following zip codes:
81611 (Aspen)
81615 (Snowmass Village)
81654 (Snowmass)
81656 (Woody Creek)
81621 (Basalt)
81623 (Carbondale, Crystal Valley)
81601 & 81602 (Glenwood Springs).
o A PO Box alone is not sufficient to meet this requirement.
o Organizations outside of this area may apply for a grant if:
They have previously received a grant from the City of Aspen within
the last three years.
The service provided is both aligned to grant program philosophy
and strategic focus areas and not offered by another organization
with a physical presence in the above zip codes.*
o *Organizations seeking to apply based on this criteria need to appeal for
eligibility before submitting an application to grants@aspen.gov for review by
the Grants Steering Committee.
2.Be a non-profit organization providing services in the Roaring Fork Valley.
3.Submit the required Impact & Outcome Report if organization received a grant
during the previous grant cycle.
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2 | Page In Effect: September 2024 -August 2025
4.Refrain from using funds for:
Capital campaigns or fundraisers
Political or lobbying campaigns
Pass-through grants (activity that passes grant funds onto other
organizations)
Direct requests (as opposed to costs associated with project
requests) to fund labor costs associated with ongoing positions, or
termed positions lasting longer than the grant period.
Large Requests
Organizations requesting over $50,000 (in cash, in-kind support, or a
combination thereof) must:
Have received an outside financial review within the last three
years.
Submit a copy of such a review with the grant application.
Maximum Request
T he maximum funding amount an organization can request varies by program
area:
Arts & Culture: $100,000
Community Non-Profit: $60,000
Health & Human Services (HHS): $30,000
o Any grants submitted for a higher amount will be automatically reduced to this
cap.
Maximum Award
The maximum cash amount any organization may receive is limited to 15% of
the operating budget for the current fiscal year, or the program area
maximum, whichever is less.
For example, an organization with an operating budget of $100,000
will be limited to a maximum cash award of $15,000, regardless of
the request amount.
This maximum award percentage does not apply to organizations
requesting $10,000 or less.
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3 | Page In Effect: September 2024 -August 2025
Multi-Year Requests
All organizations requesting $10,000 or less may choose to apply
for a one- or two-year funding term.
Organizations requesting more than $10,000 are limited to a one-
year funding term.
Financial Health
All organizations will be reviewed for financial health by city staff
prior to being sent to review committees. Staff will review submitted
financial documentation to ensure that the applicant organization
has sufficient resources to remain stable and effective throughout
the grant period.
Organizations deemed by city staff and the grants steering
committee to not be in adequate financial health will not be eligible
to receive a grant award.
Required Documents
List of Board Members: Provide names, titles, and term expiry
dates for all organization’s Board members.
Two most recently filed Form 990s
IRS Determination Letter indicating tax-exempt status
Board-Approved Financial Statements: Submit financial
statements for the past two completed fiscal years, including:
o Balance Sheet
o Income Statement (also known as Profit and Loss Report)
Organization’s Budget: Include the budget detailing both
revenues and expenses:
o General Operating Support: Operating Budget for current
fiscal year
o Program or Project Support: Program Budget for current
fiscal year
Outside Financial Review Documentation: Required only for
cash requests exceeding $50,000.
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2025 Grants Application Review Criteria
Applications will be reviewed by grants review committee members on each of the below criteria. An
aggregate score will be calculated for each application and funding outcomes will be based on scoring
results.
Criteria 1: Community Impact
Weighting: 30%
Definition: To what extent will the proposal make a meaningful and durable positive impact in the lives
of those it serves? To what extent will the proposal benefit the broader community beyond those
directly served? If applicable, based on submitted Impact & Outcome Reports, does the applicant have a
history of successful outcomes for the community?
Criteria 2: Alignment
Weighting: 20%
Definition: To what extent is the proposal clearly and closely aligned with the applicable strategic focus
area and overall program philosophy?
Criteria 3: Feasibility
Weighting: 20%
Definition: How well does the application establish that the proposal is viable and sustainable? To what
extent does the application demonstrate that sufficient organizational capacity exists to ensure funds
are used as proposed?
Criteria 4: Impact and Outcome Report
Weighting: 20%
Definition: For organizations who have previously received a grant from the City of Aspen, 20% of their
overall score will be based on an assessment of the organization’s performance with previously granted
funds. For new organizations, this criterion is not a part of their assessment.
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Criteria 5: Innovation
Weighting: 10%
Definition: To what extent does the proposal creatively address persistent or systemic issues, or fill a
need, in the community? How well does the proposal provide an effective and compelling rationale for
funding?
*Organizational financial information will be reviewed for areas of concern. Organizations with areas
of concern may receive reduced or no funding. *
_____________________________________________________________________________________
Grant Program Philosophy:
The City of Aspen’s Grant Program supports non-profit organizations that promote a mentally and
physically healthy community; provide protection for our natural environment; and create opportunities
for connections for all community members; through partnerships, ease of access, stewardship, arts and
cultural enrichment and innovation.
Strategic Focus Areas:
Health and Human Services (HHS) Strategic Focus:
The City of Aspen strives to be a healthy and resilient community by supporting a comprehensive system
of accessible mental and physical health care, human services, and community resources.
Arts & Culture Strategic Focus:
The City of Aspen supports artistically excellent non-profit organizations which contribute to the cultural
vibrancy of our community.
Community Programs Strategic Focus:
The City of Aspen supports and enhances non-profit organizations which create and deliver high impact
community programming.
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FOLLOW-UP MEMORANDUM
CITY COUNCIL WORK SESSION
WORK SESSION MEETING DATE:September 23, 2024
FOLLOW-UP MEMO DATE:September 24, 2024
AGENDA TOPIC:2024 Aspen Community Survey
PRESENTED BY:John Barker, Strategy & Innovation Interim
Director
Joseph Dell’Olio, Senior Survey Associate,
Polco
COUNCIL MEMBERS PRESENT:Mayor Torre, Ward Hauenstein, John Doyle,
Bill Guth, Sam Rose
______________________________________________________________________
WORK SESSION DISCUSSION SUMMARY:
Staff and a consultant with the survey firm Polco provided council with an overview of
the results of the 2024 Aspen Community Survey. The discussion highlighted areas of
positive and negative community sentiment and benchmarked those areas against
national and state governments to give a clear picture of Aspen’s performance.
The survey revealed that Aspen remains a good place to live, with Aspen ranking above
national benchmarks in eight of ten key livability metrics identified by Polco, and in line
with national benchmarks in the remaining two. Further analysis revealed five areas that
merit continued action: Affordability, Community Design, Commercial Vibrancy, Sense
of Community, and Approachability of Government.
NEXT STEPS:
No direction was given from Council to staff during the work session. Staff has already
begun addressing the key areas of concern identified in the memo, all of which are aligned
with previously existing council goals. As such, further updates on community survey
response will be incorporated with regularly scheduled discussions on the existing work
plan supporting council goals.
CITY MANAGER NOTES:
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FOLLOW-UP MEMORANDUM
CITY COUNCIL WORK SESSION
WORK SESSION MEETING DATE:September 23, 2024
FOLLOW-UP MEMO DATE:September 30, 2024
AGENDA TOPIC:USFS Administrative Site
PRESENTED BY:Jenn Ooton, Senior Project Manager
COUNCIL MEMBERS PRESENT:Mayor Torre, Councilors Doyle, Hauenstein,
Rose, and Guth
______________________________________________________________________
WORK SESSION DISCUSSION SUMMARY:
Staff presented information regarding a conceptual partnership affordable housing
project for the 2.13-acre Forest Service Administrative site located at 806 W. Hallam.
The City of Aspen, along with Roaring Fork Transportation Authority, Colorado
Mountain College, Pitkin County, Aspen Valley Hospital, and Aspen School District
since 2022 have been collaborating with local White River National Forest staff on a
potential redevelopment project for the USFS site at Hallam and 7th Street.
1.Topic: Confirm with Council a preference for the proposed density for the site.
Council reviewed the two density options for the site, one with 57 individual
housing units and one with a lower density, which includes 38 individual units.
Both versions of the project include 36 bunkhouse beds and Forest Service
administrative offices. The lower density option also includes a maintenance
facility, and it assumes that a visitor’s center would be accommodated off site.
The higher density option assumes that both the maintenance facility and the
visitor’s center would be accommodated off site.
Council majority consensus:A majority of Council preferred higher density for
the site. Council also discussed the need for neighborhood compatibility.
2.Topic:Confirm direction on an approach to the land use process for the project.
Council majority consensus:Council directed staff to begin negotiations with
the Forest Service regarding a memorandum of understanding that would need
to be in place to begin local land use review and to define timing of the leasing
process itself.
NEXT STEPS:
Staff and Colorado Mountain College will begin additional conversations with the Forest
Service on the above items.
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September 2024 Destination Marketing Report for Council
Destination Marketing: This is the 2nd year of a 3-year contract with the Colorado Tourism Office and the Michelin
Marketing Program. On September 9th, the 2024 selection was revealed, and all Aspen awardees retained their
designations for a second year. Chris Dunaway of The Little Nell received the prestigious Sommelier Award. The Petal It
Forward campaign continued this month with the first round of 8 nominees nominating a second awardee, those
bouquets were delivered to: Brian Keleher at ASE, Aspen Historical Society, Lisa May Howard, Bob Wade, Mack Bailey,
Jeff Reese, Roger Marolt, and Tim Sack. The final activation took place at the 9/21 Saturday Market. Digital fall
promotions are live, and website content has been updated to reflect the change in seasons. Along with Snowmass
Tourism, we are supporting Aspen Skiing Company’s September sales initiatives to boost December and January
bookings.
The sales team updated the Maroon Bells wedding page to make it easier to navigate the page and find information.
Sales sent out a sponsored e-blast with Destination Colorado to their database of subscribers. 23% open rate and 880
clicks, plus, we received 6 e-news signups from the send. Since making the e-newsletter signup more prominent on our
website we have received 9 signups in the past 6 weeks.
Special Events: Wintersköl Dec 2024 is rolling right along. We have chosen our new slogan – thanks to over 250
submissions from the community – and will be announcing the winner soon. We have hired Tracey Osborne part time in
the event department to help assist with Wintersköl planning and specifically to spearhead Soupsköl. Restaurants are
welcome to register for Soupsköl online; we have sweetened the pot by increasing the stipend and overall cash prizes!
We are also in the process of collecting submissions for our Dec. 2024 Wintersköl Royalty. We are seeking individuals
that embody community spirit through their dedication and involvement, and why they deserve to be honored as Aspen
Royalty. SKÖL!
Airport Guest Services: The number of daily flights for September stayed about 18/day and will continue at that number
for the month of October. That means fairly busy days for the staff as we welcome the leaf peepers and fall travelers.
The chip and seal project is planned for either this week or next which may result in slower traffic around the terminal.
We are planning to bring on a new staff member in October.
Visitor Centers: September will be the last month for the Gondola Plaza Visitor Center and staff will move into the
Cooper pavilion as the renovations are almost complete. Budget projections for 2024/25 are being worked on with
supervisors. Mill Street office is busy with calls regarding the fall colors and the upcoming John Denver Celebration.
Traffic is quite busy getting in and out of town resulting in slower visitor numbers.
Sales Tax Reports: As of the July 2024 Consumption Tax Report, released in September, the 2024 Tourism Promotion
Fund is coming in 3% ahead of 2023 collections and flat to projections.
Recent Press Coverage
Occupancy statistics and commentary, as well as visitor center counts, website data and air service information can now
be found on the following page in the Defy Ordinary Dashboard. All data points are sourced from our monthly report
with Blue Room Research and can be found in the Data Center on the website.
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HOTEL
OCCUPANCY
ASE
PASSENGER
DATA
VISITOR
CENTER
COUNTS
KEY
TAKEAWAYS
WEBSITE
STATS
ACRA's 4 Visitor Information Centers saw a
17% increase in traffic in August 2024 as
compared to August 2023. Staff assisted
12,604 individuals this year.
SEPTEMBER 2024
In August 2024, Aspen's lodging properties reported the following:
•Occupancy grew 5% YOY to 70.3%
•Average Daily Rate increased 6% to $769
•Room Nights Available increased 4.8% YOY
•Room Nights Booked increased 10% YOY
August load factor was 80.1% vs. 73.9% in 2023.
August Completion was 100% this year, the first month since
September 2023 that there were no canceled commercial flights at ASE
ASE Fall Schedules include 15 daily flights on three airlines plus one
scheduled public charter.
MAY 2025 CLOSURE DATES ANNOUNCED: May 5-June 1, 2025
Aspen website top performing blogs and pages for July 2024
Blogs:
1.Fall Arts & Culture Roundup (6,672 views)
2.Favorite Fall Hikes (5,969 views)
3.5 Reasons to Visit in Autumn (4,652 views)
4.5 Reasons to Visit in Summer (4,224 views)
5.Everything you need to know about Indy Pass (3,715
views)
Pages:
1.Maroon Bells Reservations (66,906 views)2.Discover the Maroon Bells (13,216 views)3.Events (10,682 views)4.Homepage (7,308 views)5.Fall Arts & Culture Roundup (6,672 views)
•Aspen’s lodging properties saw a strong finish to the summer, with Demand rising 10.0% Year-over-Year in
August and Occupancy increasing compared to the same month in both 2022 and 2023.
•"The early winter season is seeing some rate pushback, but lodgers have become increasingly adept at
managing this balancing act over the past 18 months, and rate adjustment that worked for summer has now
started to deliver a solid payoff in terms of winter booking volume.”
•“While strength on Wall Street is typically good for consumer spending, that hasn’t really materialized over
the past 24 months, and long-term price sensitivity remains an issue and should be expected to persist into
2025.”
•Source: Destimetrics
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